TMC Logo
: IT Services
: President
: 11/12/2018
: 11/12/2018
: 11/12/2020

Mass Email Policy

Comment on Policy

AUDIENCE

This policy applies to all users of Thomas More University email systems.  The Thomas More University email systems are the property of the University and are to be used for the primary purpose of advancing the mission of the University.  Therefore, Thomas More University retains the ability to manage how such property is used.

DEFINITIONS

Mass Email: an unsolicited email message sent to a significant portion of a community, either faculty, staff, or students. 

Distribution List: a shortcut to email multiple people by population type.  For example, full time faculty or all students.  Distribution lists are created by IT Services.

THE POLICY

The purpose of the Mass Email Policy is to provide guidance for the appropriate use of mass email at Thomas More University and to define the approval process necessary to send such emails. The policy aims to reduce the amount of inbox clutter and allows us to communicate efficiently.  The policy applies to all mass email, including those sent through an IT-managed distribution list, an automated Cognos or Jenzabar email, or a user-created recipient list.  Access to email addresses and distribution list does not automatically grant permission to use it.  Messages that do not meet the criteria should be delivered via alternative methods (newsletters, announcements, calendar, etc.). 

Thomas More University, at its sole discretion, shall determine whether a message is unsolicited or sent to a significant portion of a community to satisfy the definition of mass email contained within this policy.

Individuals may not send mass emails without approval.  All mass emails must be submitted to the appropriate administrator for approval and distribution by them or their designee:

Exceptions:

The distribution of mass email requires:

In general, mass email is appropriate for:

Inappropriate use of mass email includes, but is not limited to:

RESOURCES/RELATED INFORMATION

None

POLICY IMPLEMENTATION PLAN

All Faculty and Staff will be notified of the policy immediately upon Cabinet approval.

IT Services Office use system controls to manage who can send the distribution lists below.  Additional individuals, other than those specified above, may be granted authorization to send messages to target groups (faculty, staff, and/or students) with the approval of their supervisor and the appropriate administrator listed below.  This will be managed using the Mass Email Authorization Form. 

REFERENCING THE POLICY

Acceptable Usage Agreement 

HISTORY

Date

Supersedes Policy

Summarize Change

November 12, 2018

Mass Email Policy

Change to University

May 1, 2017

TMC Email Policy, bulk email section

Creation of Mass Email Policy

November 21, 2013

 

New Policy

 

APPENDIX

Mass Email Distribution Authorization Form

APPROVALS

Sean Kapsal, Director of IT Services

Robert A. Munson, Vice President for Finance and Operations

Dr. Kathleen S. Jagger, Acting President